Lisbon Central School
15 Newent Road
Lisbon, CT 06351
(860)376-2403
REQUEST FOR PROPOSAL (RFP) 2015-003
Lisbon Central School is seeking written responses to a Request for Proposal (RFP) for an
Electronic Document Management System. Proposal documents are available at
www.lisbonschool.org
.
Three (3) copies of the Proposal must be submitted to the Business Office by 2:00 pm on
Wednesday, June 3, 2015. Proposals must be clearly marked “Electronic Document
Management System” on the exterior of the sealed envelope. No responsibility shall be
attached to any person or persons for the premature opening of proposals not properly
marked.
Faxed or e-mailed proposals will not be accepted.
Diana Cormier
Business Manager
Lisbon School District
Project Goals and Objectives
Lisbon Central School is issuing this Request for Proposal (RFP) for the purpose of selecting a qualified vendor to provide an Electronic Document Management System (EDMS). Lisbon Central School has chosen the
Administrative Offices to be the initial adopter of the EDMS solution. The EDMS pilot program will focus on 3 main areas of the Administrative Office functions; Human Resources, Purchase Order Requisitions, and Use of Facilities. The workflows for the pilot program are outlined in this RFP. The initial investment will be based upon Lisbon Central School’s need of 25 concurrent EDMS users meeting the requirements outlined in this RFP. At some point in the future, Lisbon Central School intends to make the EDMS solution available to additional departments. At that point, additional licensing may need to be purchased to accommodate the additional users.
Project Goals and Objectives:
• Decrease amount of paper records • Streamline approval processes • Increase availability of information • Decrease printing costs
• Increase staff productivity by reducing the amount of time searching paper records • Reduce the instances of lost data and information on paper
• Maintain compliance and confidentiality Project Background:
Lisbon Central School is a Pk-8 school housing students and staff members. The school is comprised of a single building with a single active directory domain. There are functions that are divided into the multiple areas. Certain workflows may require external (community) access. LCS is hoping to streamline operations, increase workflow efficiency, and provide an improved experience to end users and staff through the implementation of EDMS. Network and Information Systems Architecture
Item Description
Network Topology Ethernet, TCP/IP, 100/1000 Authentication Protocols Active Directory
Network Server OS Windows Server 2008 R2 / Windows Server 2012 R2 Storage System Hosted Private Cloud Hybrid Storage Array.
Email System Google Apps for Education (SMTP is enabled) Database System Microsoft SQL Server 2005
Network Client OS Windows 7 and Mac OSX (10.4 and above)
Web Browsers Windows: Internet Explorer 10 & 11, FireFox 3, Google Chrome Mac: Safari 3 & 4, FireFox 3, Google Chrome
Line of Business Applications
Sunguard Phoenix Rediker Admin + Microsoft Office Google Classroom LunchBox
Section 1 – Enterprise Requirements
The following are enterprise requirements for the EDMS project. Section Requirement Priority
(M)andatory (D)esired (O)ptional
Describe how the proposed solution
meets the requirement. Comments 1.1 - Document Management Requirements
1.1.1 Scan paper documents at 200 or 300 dpi using ISIS or Twain on desktop scanners
M
1.1.2 Support indirect scan integration from multi function devices
M 1.1.3 Support direct scan
integration from multi function devices O 1.1.4 Automatic Barcode/Zone recognition to index scanned documents M 1.1.5 Ability to save identify
and search for documents based upon document type
M
1.1.6 Ability to report on stored
documents (analyze data) M 1.1.7 Security: ability to
grant/deny document viewing, editing and deletion based upon group or user accounts from Active Directory
M
1.1.8 Audit capability: ability to view document access and modification audit trail
M
1.1.9 Export: ability to export single or multiple documents
M 1.1.10 Ability to full text search
documents M
1.1.11 Ability to index and search for documents based upon text, date, numeric, formatted or list fields.
M
1.1.12 Ability to save electronic file formats in system (PDF, Word, Excel, PowerPoint)
1.1.13 Support for concurrent
system usage M 1.1.14 Ability to perform
redaction without altering source document
M 1.1.15 Ability to attach and index
audio and video content D 1.2 - Systems Management Requirements 1.2.1 Ability to self manage the
system without continued vendor involvement
M 1.2.2 System and software
must be hosted “in house” (no SAAS)
O 1.2.3 If SAAS is specified, please
detail compliance and security measures; HIPAA, FERPA, etc.
M
1.3 - Records Management Requirements 1.3.1 Ability to automatically
track and dispose of documents based upon type and age
M
1.4 - Workflow and Electronic Forms Requirements ( the requirements below are for future consideration only) 1.4.1 Web based user and
administrative interface M 1.4.2 Workflow processes can
be used by multiple departments
M 1.4.3 View and annotate
documents throughout the workflow process
M 1.4.4 Report and audit
document and workflow status
M 1.4.5 Web base electronic
forms M
1.4.6 Electronic forms security based upon Active Directory
Section 2 – Department Requirements
Lisbon Central School has determined the Administrative Offices will be the EDMS pilot group. Three workflows will be represented in the pilot program. Human Resources, Facilities Use, and Purchase Orders are functions of the Administrative Offices and their use of the system outlined below will be generally representative of other department’s use of the EDMS in the future.
Current Human Resource “Leave Request” Document Workflows
The Superintendent’s Office manages the leave requests for all staff at LCS. Currently, staff manually fills out paper leave requests that proceed through an approval process. Once leave is approved, it is tracked in the Human Resource software database. The steps for the process are as follows:
Staff submits paper leave request to Superintendent’s office Leave request is submitted to administration for approval
Leave is approved or denied and returned to Superintendent’s office
Substitute is hired (if necessary) and copy of sub request sheet with sub name is sent to staff member Original is kept in a binder
Information is also entered into HR Software (Sunguard Phoenix)
Current “Facilities Use Request” Document Workflow
The Principal’s Office currently receives and approves all requests for facilities use. Requests are submitted by both internal (LCS Staff) and external (public) users. The facilities use forms are posted on the LCS website and are internally on a server share.
Application is completed and submitted either by printed paper or email Application is received and submitted to Principal for approval
Principal returns approved or denied form to Admin
Confirmation of approval or denial is sent via email or letter to applicant If approved, the event is posted to the facilities use calendar
Applications are then filed in a binder
Current “Purchase Order” Document Workflow
Staff members complete a “requisition form” that is found on the shared drive Administrator approves and signs the requisition form
Secretary enters the approved requisition into the financial system (Phoenix)
Business Manager approves the requisition and informs the secretary to print out the purchase order Superintendent signs the purchase order
Secretary places the order
Secretary gives the "Receiving Report" to the originator of the requisition. When item is received, forward signed "Receiving Report" to the Business Office to authorize payment
Signed purchase order and supporting documentation goes back to the Business Office Once item is received, Receiving Report is matched up to the invoice and paid
Administrative Office Requirements Section Requirement Priority
(M)andatory (D)esired (O)ptional
Describe how the proposed solution
meets the requirement. Comments 2.1 - Scanning Requirements
2.1.1 1 - 20-30 ppm scanner (letter size page at a speed of 300 dpi)
M 2.1.2 Support Black & White and
Color scanning M 2.1.3 Support image cleanup
and enhancement M 2.1.4 Support TWAIN and/or ISIS
scan drivers via USB 2.0 M 2.1.5 Daily Duty Cycle up to
3,000 pages M
2.2 - Document Library Requirements 2.2.1 Access for 25 concurrent
users. (10 end users, 8 power users and 7 administrators as defined in section 3.2).
M
2.2.2 Leave Request- Store documents in an “Leave Request” archive based upon the following fields: • First Name • Last Name • Grade • Department • Room # • Sub Needed • Sub Name • Sub Required For
Duty
• Duty Location • Date of Leave • Hours of Leave • Type of Leave • Reason For Leave • Is the request Grant Subsidized • Grant Name • Notes M 2.2.3 Leave Request- Sungard Pentamation Phoenix HR “screen scrape”, SQL or file based integration. (Phoenix is a Windows client application running in Access with a SQL 2008 backend). Provide the ability to search for documents using data from within the
Phoenix user interface. 2.2.4 Facilities Use-
Store Documents in a “Facilities Use” Archive based on the following fields: • Name of Organization • Name of Representative • Address • Phone • Cell • Email • Onsite Representative • Facility Requested • Date/Dates of request • Needs Description • Description of Activity • Number of Participants • Number of Spectators • Names and addresses of Participants • Names and addresses of Participants (Lisbon Residents) • Admission Charge • Proceeds • Proceeds from food sale • Signatures • Approvals M 2.2.5 Purchase Order- Store Documents in a “Purchase Order” (PO) Archive based on the following fields:
• Vendor name & address • Date of PO • Account Number • Reference Name • Amount of PO • Date Paid M
• Check number • Description of
item purchased 2.2.6 Purchase Order-
Sungard Pentamation Phoenix Finance “screen scrape”, SQL, or file based integration. (Phoenix is a Windows client application running in Access with a SQL 2008 backend). Provide the ability to search for documents using data from within the Phoenix user interface.
M
2.3 - Backfile Scan Requirements 2.3.1 Vendor must supply
backfile scanning training to LCS Staff
M
Section 3 – Technical Requirements
The following are the technical requirements outlined for the EDMS project. Section Requirement Priority
(M)andatory (D)esired (O)ptional
Describe how the proposed solution
meets the requirement. Comments 3.1 - EDMS System Requirements
3.1.1 Server operating system support for Windows 2012 R2 Server
M 3.1.2 Windows client operating
system support for 7 & 8 with Internet Explorer 10 & 11, FireFox 3, and Google Chrome
M
3.1.3 Mac client operating system support for Mac OS X 10.4 (and above) with Safari 4, Firefox, Google Chrome
M
3.1.4 Microsoft 2008 SQL Server database technology M 3.1.5 Must be capable of
(multiple SQL databases) for multiple document archives
3.1.6 Active Directory and LDAP authentication to control document access
M 3.1.7 Any web based technology
used must be based on standard web platforms (IIS, Apache, Websphere)
M
3.1.8 Email system integration via SMTP. Google Apps for Education is used by LCS.
M 3.2 - EDMS User Interface Requirements 3.2.1 End user interface
requirements (search , view, email and print documents from EDMS) Zero foot print web access client for user activities (requires no additional software installed on the pc, including activex controls)
M
3.2.2 Power user (all rights of end user plus scanning, indexing, deleting, records administration)
Desktop client and/or web access client for user activities (may require additional software installed on the pc, including activex or similar technology)
M
3.2.3 Administrative user (system administration and maintenance)
Zero foot print web access for administrative
activities ((requires no additional software installed on the pc, including activex controls)
M
3.2.4 Document search and view via SharePoint WSS and MOSS 2007 (or above)
D 3.2.5 Document search and view
via Office 2010+ interfaces O 3.2.6 Document search via
Sungard Pentamation Phoenix Windows client
interface. Use of “screen scrape” integration technology is acceptable.
Section 4 – Software/Vendor Experience Requirements
The following are Software/Vendor Experience requirements outlined for the EDMS project. Section Requirement Priority
(M)andatory (D)esired (O)ptional
Describe how the proposed solution
meets the requirement. Comments 4.1 Is
documentation available for end users in paper and electronic format?
M
4.2 Are annual user group meetings held? M 4.3 Provide a typical test plan. M 4.4 Describe system acceptance testing process. M 4.5 Requirements of user acceptance testing documentation. M 4.6 Vendor project management requirements. M 4.7 Staff orientation and training requirements M 4.8 Technical support requirements. M
Section 5 – Administrative Information
5.1 Purpose
The purpose of the Request for Proposal (RFP) is to solicit proposals from qualified suppliers for furnishing, installing, and supporting and Electronic Document Management System. This system shall be bid as a turn-key installation by a prime vendor. This project has been funded with the goal to select, award, and install software and/or equipment that best meets the economic and technological requirements set forth in this RFP.
This RFP contains sufficient information and instructions to enable qualified bidders to prepare and submit bids and supporting material. To be considered responsive, vendors must submit a complete bid that substantially satisfies all requirements as stated in this RFP. This RFP contains all systems requirements, evaluation criteria, and vendor responsibilities if a contract is negotiated. This RFP also contains all major terms and conditions that the successful vendor will be expected to accept.
Due to short intervals associated with the schedule for this project, including preparation for the demonstration, it is suggested that vendors meet the requirements of this RFP with standard, currently available products and services. This approach will ensure that minimum time and effort is spent in developing new products and that the associated costs will be as low as possible.
This section provides the RFP administrative information and guidelines necessary for suppliers to respond to this request.
5.2 Proposal Submission Information
Proposals will be due with the following requirements for submission: Due Date: Wednesday, June 3, 2015
Time: 2:00 pm No. of Copies: 3
Place: Lisbon Central School 15 Newent Road Lisbon, CT 06351 RFP # 2015-003
Bids must be sealed and marked clearly “Electronic Document Management System”.
5.3 Relevant Dates and Schedules
The following table lists the activities relevant to this RFP process. Lisbon Central School reserves the right to change these dates.
RFP Issued: Wednesday, May 13, 2015
Bid Conference and Site Visit: Wednesday, May 27, 2015 10:00 AM Question Deadline: Friday, May 29, 2015 3:00 PM Proposal Submitted: Wednesday, June 3, 2015 2:00 PM Oral Presentation: Monday, June 8, 2015 9:00 AM Vendor Selection: Friday, June 12, 2015
5.4 Confidentiality
This document is released for the sole purpose of responding to this request for proposal (RFP) and must be considered confidential. Use, reproduction, or disclosure of the requirements, specifications, or other material in
this RFP is strictly prohibited. Vendors are required to submit potential third-party subcontractors for approval before sharing details of this RFP.
5.5 Vendor Acknowledgment
All vendors are required to return the following information to the address in section 5.2 upon receipt of this RFP. Failure to return this information may result in disqualification.
− Vendor name
− Vendor mailing address − Vendor email address − Vendor contact for this RFP − RFP inquiry number on title page − RFP closing date
5.6 Retention of Proposals
All proposals submitted become the property of Lisbon Central School. Lisbon Central School will make all reasonable efforts to maintain proposals in confidence and will release proposals only to personnel involved with the evaluation of the project. Proprietary information should be identified in each proposal. After contract award, Lisbon Central School will maintain one copy of each proposal and destroy all other copies.
5.7 Amendments to RFP
If this RFP is amended by Lisbon Central School, the amendment will be posted on their website. No oral amendments will be considered or acknowledged.
5.8 Vendor Communications
All vendor communications and questions must be received via email. Please direct questions to
[email protected]. No phone calls will be accepted. All questions concerning the RFP must reference the RFP page number, section number, and paragraph number. The question must be concisely stated and be
numbered in a sequential order. Answers will be returned as quickly as possible. Questions are due by May 29, 2015 at 3 PM. All questions will be answered as addendum items and will be posted on the Lisbon Central School website.
5.9 Product Use Requirements
This RFP requires that all hardware and system software product bids be currently in use by at least one other customer and generally available by the vendor or subcontractor for a period of six months. System software is defined as that general software required by the hardware for the operation such as the operating system, database management systems, compilers, commercially available off-the-shelf software, and communications software. Unreleased or Beta Test hardware and software will not be accepted. It is understood that applications software required to be built is excluded from this provision.
5.10 Vendors’ Conference
A vendors’ conference will be held to allow Lisbon Central School the opportunity to discuss the RFP and to answer questions about the RFP and process. The following ground rules apply:
1. Attendance is required.
2. Representatives will be limited to two per company.
4. Oral questions will be answered as time permits except when the question is deemed too technical or too complex to be understood by all and adequately answered. All questions asked during the conference will be posted on the Lisbon Central School website.
5. Questions that address conflicting information in the RFP will be addressed. The resolution, if reached, will be official when a written amendment to the RFP is posted on the Lisbon Central School website.
5.11 Site Visit
Site visits will be arranged for all vendors and will coincide with the Vendor’s Conference. Lisbon Central School feels that it is imperative for a vendor to have visited the installation site prior to proposal submission. Site visits allow each vendor to acquaint themselves with the physical characteristics of the location and to become familiar with the general operations at the site. All questions will be answered during the visit. Questions that require research or lengthy answers will be posted on the Lisbon Central School website.
The site visit is a mandatory prerequisite to the proposal. Vendors are limited to two representatives. Lisbon Central School is not responsible for costs incurred by the vendors for the site visit.
5.12 Prime Contractor Relationship
Lisbon Central School intends to contract only with the vendor of the winning proposal, to be known as the Prime Contractor. The vendor selected shall be solely responsible for contractual performance. Subcontracting assignments are allowed under this contract but Lisbon Central School reserves the right to request information about any subcontracting relationship. In the event of a subcontracting arrangement, the prime contractor assumes all responsibility for delivery, installation, maintenance, and any support service including documentation that is supplied by the subcontractor.
Joint ventures between two or more vendors will not be considered nor will any sharing of the performance obligation with a third-party be considered.
Vendors who bid components for which he/she is not an authorized dealer shall bear the responsibility to ensure that the replacement, service, training, and maintenance of said components shall equal or exceed those of the original manufacturer or the authorized dealer. Original manufacturer upgrades, fixes, or any other enhancement to such components shall be made available to Lisbon Central School under the same conditions as the original equipment manufacturer or dealer provides.
5.13 Oral Presentations
Selected vendors will be required to make an oral presentation of their proposal. This presentation will be made to the staff responsible for awarding this contract. This opportunity is given to allow vendors the chance to further define the primary features and benefits of their proposal, to allow clarification of weak areas in their proposal, and to permit limited questions from the audience.
Presentation format is left to the discretion of the vendor. The presentation room will be equipped with audio/visual equipment as needed. Presentations will be limited to a two-hour period, which includes questions and answers.
5.14 Vendor Demonstration
The successful vendor will be required to demonstrate the functionality of equipment/systems proposed. The demonstration must be conducted with the products bid and must be able to achieve the functionality, speed, and capacity as stated in the vendor’s proposal. Failure to use the products bid or achieve the performance proposed might disqualify the vendor, and the demonstration will be concluded.
Failure to agree to the demonstration will disqualify the vendor and contract negotiations will resume with the vendor who was runner-up.
5.15 Contract Award
Lisbon Central School reserves the right to award the contract according to the evaluation criteria set forth in this RFP. Lisbon Central School also reserves the right to not make an award if it is deemed that no single proposal fully meets the requirements of this RFP.
The vendor chosen for award should be prepared to have his or her proposal incorporated, along with all other written correspondence concerning this contract, into the contract. Any false or misleading statements found in the proposal will be grounds for disqualification.
5.16 Vendor Notification
Unsuccessful vendors will be notified in writing.
5.17 Proposal Preparation
5.17.1 Economy of Preparation
Lisbon Central School assumes no responsibility for the cost of preparation or other proposal expenses incurred by responding to this RFP.
5.17.2 Proposal Corrections
Corrections submitted after the submission date shall be made by correcting the complete page(s) with the appropriate information. Lisbon Central School reserves the right to disqualify vendors who attempt to substantially change their proposal content and intent. Normal changes accepted are minor missing information, typographical errors that are misleading and pages that are not reproduced clearly.
5.17.3 Alternate Proposal and Options
Vendors may submit more than one proposal, each of which must satisfy the mandatory requirement of the solicitation, including any benchmark tests, in order to be considered. If alternate proposals are submitted, such alternatives will be clearly labeled and identified on the cover page of each separate document. Each proposal submitted will be evaluated on its own merits.
All vendors who wish to submit an alternate proposal must submit a baseline proposal that is fully compliant to all requirements. No alternate proposals will be accepted as stand-alone proposals; all alternate proposals submitted must be submitted under separate cover and include a complete pricing section. Alternate proposals must have a foreword section that briefly describes the deviation from the baseline proposal and the basic advantage(s) of the alternate proposal.
Vendors may wish to propose enhancements or equipment that provides increased performance as an option to the baseline equipment proposed. Any option proposed must be included in a separate proposal and contain a brief description of the enhancement, the actual benefit to be gained, and the cost of the enhancement.
5.17.4 Supplemental Information
Vendors may provide supplemental information for a requirement being answered. This information should be provided under separate cover as an appendix to the proposal. Information to be included in the appendix should be referenced in the main body of the proposal and easily accessed in the appendix. Information such as product brochures, financial reports, manuals, sample contracts, or marketing collateral should be firmly bound into the appendix.
5.17.5 Compliance Matrix
A compliance matrix shall be provided that develops a matrix of all RFP requirements. The matrix format is given in the Proposal Guidelines section.
5.18 News Release
Vendors submitting proposals in response to this RFP are not at liberty to discuss this RFP with anyone other than those people within the company who are required to participate in the response. Any public release of information about participation in this RFP will disqualify that vendor. The successful winner may not release details of the RFP for public information. Any news release or public briefing must be approved by Lisbon Central School.
5.19 Rejection/Cancellation of Proposals
Lisbon Central School reserves the right to cancel the proposal process prior to the established opening date and time, if such action is deemed to be in its best interest to do so. Moreover, Lisbon Central School reserves the right to reject any or all proposals or any part of any or all proposals, if it is in its best interest to do so.
Section 6 – Proposal Guidelines
IntroductionThis section of the RFP provides specific instructions on the format and content of the proposal. Proposals shall include all data and information required by this RFP. Non-conformance with the instructions may be cause for rejection of the proposal.
The proposal for the Lisbon Central School program shall be clear, coherent, legible, and prepared in sufficient detail for effective evaluation by the evaluation team. Elaborate documentation, expensive binding, detailed art work, or other embellishments are neither necessary nor desirable. The vendor shall assume that the evaluation team has no previous knowledge of this technology and will base its evaluation on the information presented in the proposal.
Proposals shall address and track the numerical sequence of the specific information requested by these instructions and shall be consistent with the requirements of the technical section.
In preparing the proposal, emphasis should be placed on brief, complete, and factual data in (as a minimum) the areas that are set forth in the RFP. Maximum use should be made of tables and information summaries in describing the proposed effort.
The vendor’s proposal will make it clear that the vendor will comply with all specifications. Paraphrasing the specifications or parts thereof is considered insufficient. Phrases such as “yes,” “will comply,” “standard procedures will be employed,” “industry standards are followed,” or, “well-known techniques will be used,” will be considered insufficient and reason for rejection of the proposal. Content and quality of the responses are more important than quantity.
Proposal Presentation
Each proposal shall be submitted in paper form in the format (Word, PDF, Excel, etc.) so desired by the proposer. Binding
Each proposal shall be submitted properly bound whether it be in a binder or other presentation material. Indexing
The proposal shall contain a master Table of Contents for the total proposal, which shall identify major paragraphs by sections, number, title, and page number. See the following example.
Section 1. Executive Summary
1.1 Introduction ...1-1 1.2 Technical Solution ...1-5 Cross-Referencing
Cross-referencing material in the proposal to the appendices is permitted; however, its use should be limited and apply only where a long technical explanation could add benefit to the evaluation.
Format of Major Sections Executive Summary
The executive summary shall serve to familiarize the Lisbon Central School evaluation team with the key elements and unique features of the proposal by briefly describing how the vendor is going to accomplish the task.
The executive summary shall contain the following:
A summary of your approaches to the program including a summary of the most important aspects of all sections. Any material presented in this section shall not be considered as meeting any technical requirement.
A master milestone schedule of all major efforts to be undertaken in the program. A list of exceptions taken to this RFP and the reason for excepting the requirement.
A list of high-risk areas that are reasons for concern such as schedule deadlines, uncomplimentary technologies, or overly tight specifications. Any request to delete, change, or relax a requirement must be fully supported in this section. Vendors will not be evaluated on this paragraph and cannot lose evaluation points by listing areas of concern. These concerns will be addressed with the successful vendor during negotiation.
A discussion of your cost proposal, which should contain, but not be limited by, the following: How pricing was computed
Projected life cycle cost of equipment/program Projected return of investment (ROI)
Projected yearly incremental costs
Hidden or related costs that Lisbon Central School has not anticipated Technical Section
The technical proposal shall consist of complete answers to all areas listed in the technical sections. This RFP was designed to facilitate the vendors’ responses to the requirements and to provide the evaluation committee with a standard method for comparing vendors’ responses. Please provide a clear and concise response to each question. Provide supporting data in the form of appendices if necessary. If there are questions on specific
workflows or areas needing clarification, please provide a summary of questions referencing the exact area of the RFP.
Management Section
In this section, the vendor shall provide information organized into the following sections.
Section 1 Project Management – The vendor shall present his or her company’s approach and capability to control and integrate the system proposed. The vendor shall describe their organizational structure, listing all key personnel functions. More consideration will be given to vendors who can list personnel by name, placement in the project structure, title, qualifications, and experience.
Supporting rationale shall be provided to show that the organization is adequate to support the overall effort and to justify the number and allocation of personnel involved.
A master integrated schedule depicting all activities and milestones from contract award throughout the life of the contract shall be provided. Major sub schedules (tasks) shall be presented as separate tables.
The vendor shall also discuss how his or her company will control the proposed schedule and how it will identify and report achievement of tasks and milestones. The vendor will also discuss how it will identify, resolve, and report resolution of problems such as schedule slippage or engineering anomalies.
This section shall also contain a matrix that lists tasks and identifies the corresponding owner. Lisbon Central School’s tasks shall be identified as well as any subcontractor’s.
Vendors shall describe their approach to formal review meetings with Lisbon Central School, the organization of the typical meeting, and methods of documenting and approving all meeting notes.
Section 2 Maintenance – Vendors shall provide a detailed description of all maintenance activities, supply channels and parts depots, typical daily or monthly support activities, and principal period of maintenance, and support the above with an organizational chart of the vendor’s headquarters support operation, the proposed support organization for this project, and the escalation procedures for reporting problems.
Vendors shall provide a sample maintenance handbook and one typical operations guide as an appendix to the proposal for evaluation.
Section 3 Education and Training – Vendors shall provide a detailed description of all education and training required for this project. This section shall have an introductory section that justifies the training programs described, the basic approach taken, an organization chart of the headquarters education operation, an organization chart for this project, and the benefits for Lisbon Central School.
Vendors shall also list recommended classes and Lisbon Central School personnel who should attend. This list shall also contain a description of all classes, typical classroom environment, student-instructor ratio, and instructor’s qualifications. Vendors shall discuss ability to provide on-site education and, if available, provide pricing information in the pricing section.
Lisbon Central School prefers live classroom training with instructors providing a greater percentage of the actual training versus audiovisual, computer-aided instruction, or self−paced instruction. Vendors shall identify all classes as to the type of instruction provided. Vendors shall discuss their ability to produce unique classes for this project if so warranted. Pricing estimates for typical customized classes shall be provided in the pricing section.
Vendors shall provide one sample training handbook for evaluation. This handbook shall be placed in an appendix to the proposal and marked as such.
Section 4 Vendor Information – Vendors shall provide a brief description of the overall organization of their company including headquarters organization, divisions, and operations. This description shall include how
long the company has been in operation and if it is owned by a parent company or if it owns other companies as a parent company.
Vendors shall provide a description of their major facilities, unique or special manufacturing equipment, and any other facilities that will provided support for this program.
Vendors shall provide a minimum of five related contracts awarded within the last three years. The vendor shall provide a synopsis of each contract and discuss its relevancy to this project and proposal. Referenced contracts may be arranged to demonstrate competency in functional areas. For example, Contract A may be listed only to demonstrate competency in Project Management.
The referenced contract must include the following information: Contract award dollar value
Customer contact for information
In addition, vendor shall provide permission from at least two of the above references for site visits by Lisbon Central School personnel. These visits will be made only in the company of the vendors’ representatives. Vendor shall provide a realistic discussion of the success in achieving technical, management, and budget for one of the above references.
Vendor shall supply as an appendix a current annual report and other information that is pertinent to establish the financial stability of the company.
Price Section
These instructions are to assist vendors in submitting pricing data. Compliance with these instructions is mandatory. Failure to comply will result in rejection of your proposal. The burden of proof for pricing credibility rests with the vendor.
Pricing information shall include the following • Total System Cost
• Recurring Monthly Cost (if applicable) • Maintenance Cost (annual)
• Hosting Fees (if applicable) • Custom Development Fees • Instructional Fees
• Software Licensing Fees • Hardware Cost (if applicable) • Other Fees
Appendices
Any material, such as sales brochures, CDs, and other reference material, shall be placed in an Appendix to the proposal. Appendices shall be identified by letter: Appendix A, Appendix B, etc. Material in an appendix shall have been referenced in your proposal.
